Senior Business Support Administrator / EA

Role Outline

This is a varied and fast-paced role at the heart of the business, providing executive, operational, and finance support across the Engineered Arts Group, with international offices in Falmouth, London, San Francisco, and Montreal.

Working closely with the Senior Leadership Team, you'll coordinate complex diaries and international travel, act as a key point of contact for colleagues, customers, and external partners, and help ensure the smooth day-to-day running of our offices. You'll also play an important role in organising company events, supporting global travel arrangements, processing sales orders and customer invoices, and assisting with a range of finance activities including invoice processing, expense management, supplier accounts, insurance renewals, and timesheet administration.

This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys variety, and takes pride in keeping people, projects, and processes running efficiently.

Main Responsibilities

EA to leadership team

• Diary management and team admin support
• Travel planning and arrangements
• Meeting admin support, including some minute taking
• Point of liaison between leadership and internal/external teams
• Support with internal company meetings and comms

Office administration

• Answering telephones and door entry system administration
• Courier bookings
• Ordering (Placing orders approved by team leads, checking and ordering office supplies and consumables, Purchase orders)
• Utility contracts
• Organising monthly “Deliveroo Thursdays”
• Organising office parties and social events
• Insurances - managing policy renewals and adding coverage throughout year as needed
• HR administration
• General office admin assistance

Sales, Events and Installations

• Planning and booking travel for staff attendance at events (trade shows and customer paid engagements) and customer installations
• Assisting with logistics
• Coordination of press & media meetings/visits
• Dealing with sales order administration, including invoicing, and order placement through to fulfilment

Finance

• Preparing, distributing and following up supplier invoices for approval
• Posting invoices and card expenses to accounts
• Checking supplier statements
• Support and administration of staff expense claims and timesheets

Qualifications, Knowledge, Key Skills and Experience

Essential

• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail, ensuring accuracy across administrative, financial, and operational tasks.
• High level of discretion and professionalism when handling confidential and sensitive information.
• Proactive, self-motivated approach with strong independent problem-solving skills.
• Excellent computer literacy, with proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar, and Drive).
• Strong written and verbal communication skills, with the ability to build effective relationships across all levels of the business.

Useful

• Experience using Pleo or similar expense management and finance systems (ERP experience desirable).
• Willingness to travel occasionally, including international travel, as required.

About Engineered Arts

Engineered Arts is the leading manufacturer of full-size humanoid robots used for entertainment, education and communication. With 20 years of hardware and software development, our robots have been sold in over 30 countries worldwide with customers such as NASA, PwC, Meta and many more.

Our Ameca robot is well known as ‘the face of AI’ and a social media viral success, taking advantage of the generative AI craze. Along with our ultra-realistic Mesmer range of animated figures our robots continue to surprise and excite visitors at museums, theme parks, visitor attractions and trade shows as well as aid leading universities with AI and robotics research. Our robots are poised to break into the future mega-expansion service robot segment, with applications such as front of house, receptions, check-in desks, information points and PoS.

We are a team of dedicated engineers and creatives striving to develop the very best experiences for our customers. Our internal motto is ‘Be Wow ’, everything we do is fun, entertaining or surprising to encounter. We always push the boundaries of what is possible in humanoid robotics, researching and developing new systems and techniques to further their appeal. We explore and challenge the human perception of robots as well as the fear and discomfort and the excitement and joy life-like mechanical humanoids present.